Background: One-Step Invoice Entry
Use the One-Step Invoice Entry (RE) program to enter a one-step order, credit memo, debit memo, adjustment, or to reverse an invoice.
See Road Map for work flow.
This topic has these subtopics:
Program Functions
With so many functions to choose from, it may be difficult to decide which to use. The one-step order, reverse, and stand-alone credit functions have specific purposes.
Note
None of these transactions is applied to the customer's account until you
run the AR Invoice Register (RR) program.
Function |
Description |
Affects |
Creates a |
One-step order |
Use to enter a new order for a counter sale or for items that have already been shipped. The program obligates the items ordered, creates a shipment, and confirms the shipment in one-step. When you confirm, the program updates inventory, sales statistics,
and taxes. |
Inventory qty |
Debit invoice |
Reverse |
Use to reverse an entire invoice. The program returns all items on the order to inventory and issues a credit memo for the total amount of the debit invoice, including taxes, freight, and other charges. The program also updates sales statistics. The program allows you to reverse an invoice one time only. |
Inventory qty |
Credit memo that has the same invoice number as debit invoice |
Standalone credit |
Use to create a credit memo that does not affect inventory. Typically this is a goodwill credit that you issue in response to a customer complaint or as a reward for referring new customers to your company. However, you can use the credit memo type to correct an overcharge or undercharge. If you attach it to an invoice, the program does not reverse the last transaction. |
AR total only |
Credit memo, which you may attach to an invoice |
The credit memo, debit memo, and adjustment functions create a credit or debit transaction based on whether you enter a negative or positive amount. All of these transactions update inventory, sales statistics, and taxes. If you are crediting an invoice where a prepayment was made (usually by credit card) and you want to refund that payment, you need to enter a negative payment amount on the credit memo.
Function |
Description |
Affects |
Creates a |
Credit memo |
Use to credit a customer for returned items or to correct an overcharge for selling price, freight, or miscellaneous charges. For returned items, attach to an invoice so that the program reverses the invoice and displays negative quantities for all lines. Delete lines that customer did not return. For partial returns, enter the quantity returned followed by a negative sign. See Create a Credit Memo for Returned Items. To correct the selling price, return the quantity ordered to inventory. Then enter a new line for the same item and quantity with the correct selling price. See Create a Credit Memo to Change the Price. To correct freight or miscellaneous charges, create a credit memo with no lines, change the charges, and attach the credit to an invoice. See Create a Credit Memo to Correct Shipping Charges. |
Inventory qty |
Credit memo that has the same invoice number as debit invoice |
Debit memo |
Use to increase the amount the customer owes or to correct a credit memo. See Create a Debit Memo or Create a Debit Memo to Correct a Credit Memo. |
Inventory qty |
Debit memo that has the same invoice number as the credit memo |
Adjustment |
Use to correct an undercharge or overcharge resulting from an incorrect price, freight amount, or taxes and the amount of an applied deposit. |
Inventory qty |
Credit memo to reverse the original invoice. Debit memo for the adjusted amount. Both have the same invoice number as the original invoice. |
Attach to an Invoice or Not
When you attach a credit, debit, or adjustment to an existing invoice,
the program creates a credit or debit memo. You have a choice of attaching
immediately or at the end of your transaction entry. In either case you
must have access to the branch that created the invoice.
Note
If you attach a credit or debit memo to an existing invoice, no change
is made to the original cash discount for the invoice.
Attach Immediately
If you attach to an invoice at the beginning of your entry, the program locks that invoice so that no one else can process a one-step transaction against the same invoice. Then the program reverses the last transaction for that invoice and displays its lines so that you can change them. The advantage of this method is that you do not have to enter line data. In some cases, you may have to delete lines.
You must use this method for a configured product that you sold as a kit.
Be aware that the last transaction may not be the original invoice. For example, suppose an invoice has these transactions::
Transaction |
Type |
Description |
001 |
DI |
Invoice with lines 1 - 12 |
002 |
CM |
Credit memo that affects lines 6 and 7 |
003 |
DM |
Debit memo that affects line 7 |
If you attach to an invoice at this point, the program reverses the debit memo transaction for line 7 and displays only line 7.
The program assigns a new sales order number and attaches it to the original invoice, but assigns the next transaction number to the invoice.
You can attach immediately only once per invoice. Should you need to attach a second credit to an invoice, you can attach it at the end of transaction entry.
Attach at End of Transaction Entry
If you attach to an invoice at the end of your transaction entry, the credit or debit memo becomes a rider to the invoice. When you use this method, the program knows nothing about the items on the original invoiced sales order. You have to enter the line or lines that need to be changed. This method should not be used if the order is for a configured product. However, if you are changing freight or miscellaneous charges, this method works well.
The program assigns a new sales order number. When you attach the new sales order to the original invoice number, the program assigns the next transaction number to it.
Do Not Attach
You also have the option of not attaching a credit to an invoice. In this case, the program creates a new sales order number, and when you run the AR Invoice Register (RR) program, a new invoice number will be created.
Comparison with Sales Order Maintenance (OE)
The operation of One-Step Invoice Entry and Sales Order Maintenance (OE) are nearly identical. However, these differences exist:
Differences |
Sales Order Maintenance (OE) |
One-Step Invoice Entry (RE) |
Document types |
Sales orders only |
Debit invoices |
Expected ship date |
Different dates for each line |
Date ordered in the order header is the ship date for all lines |
Lines |
Required |
Not required |
Obligate from |
Any branch in your inventory group |
Your local branch only |
Substitutes items |
If the item is not available, a substitute item has been set up, and the customer accepts substitutes, the program prompts you to select a substitute. |
Substitutes are not supported |
Credit hold |
If you activated the Credit Management feature in System Options Maintenance (XM) program (Order Processing Options), the system can place an order on hold if the ARC or customer is on credit hold, if the order causes the customer's or ARC's credit limit to be exceeded, or if the order exceeds their order limit. |
Order cannot be placed on credit hold |
Create shipment |
Option to create, or you can run Sales Shipment Confirmation (OC) or Secured Confirmation (SOC) programs |
Created automatically |
Ship complete |
Not required |
Required; partial shipments are not allowed. |
Confirm shipment |
You must run Sales Shipment Confirmation (OC). |
Confirmed automatically |
Convert a One-Step Order to a Two-Step Order
If the program cannot obligate some lines or components because your login branch does not have sufficient inventory, the program prompts Do you want to convert to a two-step order?. Click Yes to convert to a two-step order or click No to retain the one-step order.
If you click Yes, you can maintain the order with the Sales Order Maintenance (OE) program. You will need to create a shipment for the items that are obligated and then to confirm the shipment with the Sales Shipment Confirmation (OC) program. See Overview: Obligation and Shipment Creation.
Change a One-Step Order
You can change a one-step order if the customer changes his mind or you discover an error as long as the order has not been invoiced or cancelled. You can add line items to an order or delete them from an order even though the order has been confirmed. You can also change the quantity ordered.
When you open a one-step order, the program returns the items to inventory. Therefore, when you exit the order, whether you made any changes or not, you must click Confirm. At that point, the program removes them from inventory. The Material History Inquiry (MHI) program displays a positive transaction quantity, followed by a negative quantity for the items on the order.
AR Terms
The program does not allow you to change the AR terms field on memos that you create and attach to an existing invoice. If you need to change terms for a specific memo, use the AR Invoice Maintenance (RM) program.
Program Options
You can set options that determine how the One-Step Invoice Entry program functions. Each user can set these options for themselves by clicking Prog opts. Alternatively, your system administrator can set the same options for all order entry operators with the User Options Maintenance (UOPT) program.
Program options apply to both the One-Step Invoice Entry and Sales Order Maintenance (OE) programs. These options apply only to the One-Step Invoice Entry program:
Enter & print one-step notes?
One-step order type
These options do not apply only to One-Step Invoice Entry:
Prompt for ship-thru date?
Display credit info?
These options apply only to configured products:
Conf prod release method
List conf prod comps by item?
These options apply to Qic-entry mode:
Line entry method & field
Default order entry line qty
Short entry notes default?
See Set Order Entry Options for more information.
Audit Trail
To activate an audit trail, select one of the files listed below in the Audit Trail Maintenance (XAT) program. The system records all transactions. You can then run the Audit Trails (ATR) program and select that file to print a report of these transactions.
O1A: Sales Order Header
O1: Sales Order Lines
O1AB: Sales Order Addresses
O1S: Shipment Header
O1SL: Shipment Lines
O1SB: Shipment Addresses
O1SF: Shipment Freight Detail